Senior Management Group Minutes - April 18, 2022

Important Events for the Weeks 4/18 – 5/9

Larry highlighted upcoming important events.

• 4/18 – SMG Meeting
• 4/19 – LT Meeting
• 4/20 – Edmond 2 Initial Planning Meeting
• 4/25 – SMG Meetings
• 4/28 - 30 – L. White out of office
• 4/30 – Being Oklahoma/Dia de los Ninos w/Francisco J. Treviño at CH (added)
• 5/2 – SMG Meeting
• 5/2 – NFP Onsite Meeting – Class and Comp Study
• 5/3 – LT meeting
• 5/5 – Oklahoma System Director’s meeting
• 5/6 – OLA Advocacy Meeting
• 5/9 – SMG Meeting

Unit Highlights (5 minutes or less)

ADM

Budget, positions, notes being kept by Maria / Nita

Maria and Nita will be attending and keeping minutes of Senior Management Group meetings and Leadership Team meetings moving forward.

The Executive Committee meeting took place last week. There was some discussion about recruiting efforts and the upcoming classification and compensation study. The committee also discussed pending legislative bills. Due to a lack of Commission agenda items, the committee decided to cancel the April Commission meeting.

Chris and Larry recently discussed staff participating in OLA events and whether the participation would be considered paid staff time. It was decided if the event takes place during the staff members regularly scheduled work time, it would be considered paid staff time. If the staff member is not scheduled to work during the time of the event, it will not be considered work time. Additionally, this will include mileage reimbursement as well. Mileage will be paid only if the event takes place during regularly scheduled work time. 

BUS

The Business Office is working on the budget. Chris asked for clarification regarding programming money in the budget. Several years ago, it was decided to keep Summer Reading kick off events consistent across the system so that all customers had similar experiences. After discussion, the consensus of SMG was that libraries should be mindful to keep programming consistent and offer similar events across the system. 

HUM

Midpoints will be sent to staff this morning. There are a few Managers that are still finishing up midpoints and those will be sent out as soon as they are complete.

Charisse reported on incidents with staff reimbursement requests and if they should be documented in performance reviews. After discussion, it was determined that the managers and regional directors should be made aware, and the incidents should be documented. Kelley added that managers have a responsibility to review requests before approving to ensure there is not a duplication, and to also ensure the requests are accurate. 

IT

Anne reported IT midpoints have been completed. The budget for IT should be completed today.

We are one week away from going hosted with our ILS. It is scheduled to take place next Tuesday night.

Anne updated the pre-recorded messages over the weekend.

Belle Isle continues to have high circulation numbers after reopening. They currently have the second highest circulation in the system.

Public Services

Chris reported midpoints have been completed and budgets will be wrapped up today.

The GX (Guest Experiences) is moving into the official training with Bethany staff. All Regional Directors will have a part in the training process.

Kevin is working with security guards and how they respond to incidents in the libraries.

Ralph Ellison has been added to the list of official polling places. Bethany, Northwest and Capitol Hill are also official polling places.